Agency for Technical Cooperation and Development (ACTED) Recruitment, March 2018

Agency for Technical Cooperation and Development (ACTED) Recruitment, March 2018 – Agency for Technical Cooperation and Development (ACTED) – Since 1993, as a universal non-legislative association, ACTED has been focused on quick philanthropic alleviation to help those in pressing need and secure individuals’ poise, while co-making longer term open doors for manageable development and satisfying individuals’ potential.

ACTED tries to react to compassionate emergencies and manufacture flexibility; advance comprehensive and manageable development; co-build powerful administration and bolster the working of common society worldwide by putting resources into individuals and their potential.

We go the last mile: ACTED’s central goal is to spare lives and bolster individuals in addressing their requirements in difficult to achieve regions. With a group of 4,300 national staff 300 worldwide staff, ACTED is dynamic in 35 nations and executes in excess of 450 tasks a year coming to more than 11 million beneficiaries. Country profile

Because of the crisis circumstance in Nigeria, ACTED enlisted people to fill the situation beneath:

Communicate accounts on a monthly basis to HQ, respecting SAGA procedures and deadlines in line with the monthly accounting schedule as per ACTED’s Finance Procedures;

Manage the presentation, circulation, filing of vouchers and archiving of accounting and financial documents in compliance with FLAT and Finance procedures (maintain an up-to-date filing follow-up: A8.01_Red Cell Game); Review on a random basis quality and compliance of documentation from areas when centralizing;

Supervise the Yearly and Midyear Accounting Closures for both General and Analytical Accountancy aspects (V1 and V2).

Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ACTED and donors procedures

Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ACTED and donors procedures:

In close coordination with the Admin Team, ensure that staff contracts are in line with ACTED standard salary grid, available budgets and regulations; propose salary grids revisions based on benchmarks, national legislation and budget constraint; review and validate the payroll on the 25th of each month;

Validate partner’s accounting and documentation accuracy and compliance before payement.

Submit to HQ all the annexes of the internal financial follow-up reporting tool (TITANIC) by the 15th of each month;

Follow-up Exit Forms for international staff and make sure they are sent to HQ once validated;

Take the lead on external audit preparation in support to the country compliance teams if any; Contribute to opening/closeout meetings, responses to audit reports, recommendations’ implementation plans.

Gather information from the relevant departments to consolidate budgets for project proposals according to project/mission needs and donor constraints; Propose sufficient programme and support budgets including mission’s investment plans in close link with country coordination;

Update the organization chart and ToRs of the finance and administration departments (if applicable) according to the mission development;

Oversee the team, plan & conduct finance staff recruitment’s, undertake appraisals, follow career management, identify staff with potential and contribute to ACTED internal mobility policy; Ensure training and capacity building for finance team members of ACTED and Partners in order to increase the level of technical ability and skills;

Contribute to the identification of potential relevant international and/or local partners (private sector partners, national and international NGOs, think tanks, academia, etc.) to be included in proposals;

Update on a monthly basis the Donor Follow Up (DFU) which documents latest negotiations and proposal possibilities with donors;

Liaise with AMEU to contribute to the ToRs of assessments to be conducted for proposal development and ensure their input in the logframe development (in particular the formulation of SMART indicators);

Oversee the development of fundraising documents (Expression of Interests, concept notes, proposals) in line with ACTED country strategy and donor requirements and in close collaboration with ACTED HQ GMU (Grant Management Unit) and finance;

Liaise with Area Coordinators, Project Managers and Technical Coordinators to ensure that proposals are relevant and technically sound;

Ensure that learning from previous projects (e.g. lessons learnt and best practices) is incorporated into new proposals;

Ensure the involvement of FLATS teams in the development of fundraising documents, particularly finance for the budget and logistics in case of specific donor procurement rules.

Contracting:

Support the Country Director in negotiating proposals and/or contracts with donors;

Address in a timely manner all comments by donors on proposals in liaison with relevant staff in country and ACTED HQ GMU and finance;

When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek ACTED HQ Program Department advice on potential solutions that would meet donor rules.

Reporting:

Ensure project kick-off and close out meetings are conducted for each project;

Oversee the development of quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with ACTED HQ GMU and finance, which will contribute ultimately to steady cash inflow;

Liaise with FLATS teams when preparing reports, esp. with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;

Work in close relation with AMEU to incorporate AME data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from AMEU;

Ensure ad hoc requests from donors are addressed in liaison with the CD, Programme and support teams.

Partner Follow-up:

Liaise with partners to develop and sign relevant grant agreements in close coordination with ACTED HQ GMU and finance;

Ensure all potential partners have a clear understanding of what is expected in terms of reporting so as to comply with ACTED and donor requirements and regulations;

Ensure partners report to ACTED in a timely and qualitative manner as per the requirements of the grant agreement.

Management and Internal Coordination:

Staff Management:

Ensure that staff in the department understands and is able to perform its roles and responsibilities;

Manage a team of Project Development Officers, Interns and Assistants delineating their responsibilities and follow-up the work plans and day-to-day activities;

Ensure a positive working environment and good team dynamics;

Manage interpersonal conflicts between departmental staff members;

Undertake regular appraisals of staff and follow career management;

Identify the PDD training needs, discuss plans with the coordination and HR for both internal and external trainings, and implement them according to PDD strategic and operational priorities;

Coach, train, and mentor the PDD team with the aim of strengthening their technical capacity, exchanging knowledge within the PDD team and providing professional development guidance.

Internal Coordination and Communication:

Facilitate interdepartmental communication and information sharing from the Base, to the Area, Capital, and even up to the regional and HQ offices by ensuring implementation of ACTED coordination mechanisms (WAM, MCM) and dissemination to relevant staff;

Ensure these meeting minutes are sent monthly to HQ;

Ensure regular and clear communication with ACTED HQ GMU and finance to keep it updated about latest development, so that GMU can best advice you ahead of a task.

Filing:

Implement a filing system end ensure the proper filing of contractual project documents both in hard and soft copies;

Together with AMEU, set up a Resource Centre at the office regularly updated with appropriate and relevant external and internal resources.

Oversee the update and design of in country communication and visibility tools and publications, their dissemination and availability to ACTED teams, as well as the capitalization of media and pictures of the mission;

Follow, contribute to, draft and disseminate position papers, statements, reports and releases on ACTED’s engagements and humanitarian advocacy, in line with ACTED’s in country and global strategy as well as positioning, in close collaboration with the country director as well as HQ communication and programme departments.

Ensure that each member of the project team is aware of security issues, policies, SOPs and they follow them accordingly

In cooperation with the relevant Security Officer, monitor the local security situation and inform the Country Director or Area Coordinator and Country or Area Security Officer of developments through regular written reports;

Contribute to the updating of the security guidelines in the project area of intervention;

External Relations:

Support, facilitate or undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, actors, partners and stakeholders in all stages of project design and implementation

Cultivate good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular attendance at technical meetings and bilateral meetings

Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner

Where relevant, liaise with donors and work closely with partners on project updates, site visits and other communication

Identify opportunities to collaborate and coordinate efforts with other organizations to ensure our activities build upon – rather than replicate – the work of others

Quality Control:

Assess the activities undertaken and ensure efficient use of resources;

Undertake regular field visits to provide technical guidance and supervision as well as regularly monitor the progress of project activities

Ensure lessons learned are documented, shared and reflected in project planning and decision making

Advise on, and assist with, project reviews conducted by AMEU

Ensure quality control, analysis of added-value and impact, identification and capitalization on best practices and lessons learnt and provide relevant feedback for new project development

Identify and analyse gaps, ACTED’s added value, synergies and opportunities in the areas the project(s) is / are implemented and pass relevant information to the N+1

Reporting:

Provide regular and timely updates on progress and challenges to supervisors and other team members

Draft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up.

Contribute to drafting of (external) project progress and challenges to supervisors and other team members

Draft (internal) narrative reports and contribute to the development of financial reports through regular budgetary follow up.

Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, AMEU and FLATS team;

When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek ACTED HQ Program Department advice on potential solutions that would meet donor rules.

Reporting:

Participate in and take minutes of kick-off and close out meetings for each project

Write quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with ACTED HQ GMU and finance, which will contribute ultimately to steady cash inflow;

Work in close relation with AMEU to incorporate AME data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from AMEU;

Liaise with FLATS teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;

Contribute to the monthly update of the Reporting Follow Up (RFU) and ensure smooth and regular communication with ACTED HQ GMU.

Ensure ad hoc requests from donors are addressed in liaison with the CD, programme and support teams;

Partner Follow-up:

Liaise with partners when required to develop relevant grant agreements in close coordination with ACTED HQ GMU and finance;

Ensure partners report to ACTED in a timely and qualitative manner as per the requirements of the grant agreement.

Management and Internal Coordination Staff Management (if any):

Manage a Project Development Intern and/or Assistant(s) if any, following up the work plans and day-to-day activities;

Mentor the PDI and/ or PDA with the aim of strengthening their technical capacity.

Internal Coordination and Communication:

Facilitate interdepartmental communication and information sharing from the Base, to the Area, Capital, and even up to the regional and HQ offices by taking minutes of the various ACTED coordination meetings

Ensure these meeting minutes are sent monthly to HQ;

Keep ACTED HQ GMU and finance updated on latest developments, opportunities and challenges so that GMU can best advice on the way forward.

Ensure the update and design of in country communication and visibility tools and publications, their dissemination and availability to ACTED teams, as well as the capitalization of media and pictures of the mission;

Title: Area Coordinator

The Area Coordinator is responsible for the implementation of ACTED’s global mandate in the relevant area, and for the scope of activities developed within this mandate.

Responsibilities Ensure ACTED Representation in the area of activity:

Representation vis-a-vis provincial authorities

Representation vis-a-vis Donors

Representation amongst other international organisations

More generally, the project manager is expected to contribute to the creation of a positive image and overall credibility of the organisation, notably through the application of ACTED’s mandate, ethics, values and stand-point with regard to other actors.

Contribute to the development of a global intervention strategy and to support its implementation at provincial level:

Analyse the context and develop strategic plans, in consultation with the Country Director

Implement the financial strategy

Implement the operational strategy

Oversee reporting procedures.

Oversee Staff and Security:

Guide and direct the staff of the area of intervention

Contribute to the recruitment of expatriate staff

Oversee staff security.

Qualifications

Master Level education in a relevant field such as International Relations or Development